Local Setup Instructions - Post Go Live Tasks for LHD
Contents
1. Figure 5 Alert Types option 2 Review the available alert types listed in the Select Existing Alert Type Description Type ID window Again if additional alert types are needed use the HIS Request Form to request additional alert types be added to your RSC You can locate the HIS Request From on the HIS Website Training amp System Manual gt Forms Local Setup Instructions Post GoLive Tasks for LHD Page 10 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 7 Remove User Practitioner Association The following process removes the practitioner association to a selected user in your RSC Remember that you should not customize a user role using the Allow User Role Customization field You may also terminate a practitioner which will remove the practitioner from the active staff roster however their information will remain in the system Avatar Path Avatar PH gt gt RADplus Utilities gt gt System Security gt gt User Definition PHTRAIN 803 User Definition lol File Edit Favorites Avatar PH Avatar CWS Avatar MSO ngi roves E Ss amp S User ID b Associate User To Network ID Through Avatar Identity Manager ut Yes No Login Only User Description F Select User z sM Process Search Is this user a system administrator Yes No UserlD User Description Alterna2. Sliding Fee Scale located on the HIS Website Training amp System Manuals gt How To Help Guides for instructions on entering a Sliding Fee Scale into HIS End of Document Local Setup Instructions Post GoLive Tasks for LHD Page 13 of 13 042910 doc
3. to Manage Service Fees through the File Import Option This document is available on the HIS Website Training amp System Manuals gt How To Help Guides The HIS Project Team recommends that you contact the Help Desk should you require any modifications to your service fees to ensure that management of your service fees occurs properly in HIS 1 5 Add Practitioner Number by Guarantor and Program If your local agency bills Medicaid for behavioral health please refer to the How To Set Up Medicaid Guarantor Program Billing Defaults for LHD document Within this document specific instructions are provided for setting up the Practitioner Numbers by Guarantors and Program option The How To guide is located on the HIS Website Training amp System Manuals gt How To Help Guides Local Setup Instructions Post GoLive Tasks for LHD Page 8 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 6 Verify Alert Types Client alerts allow your local agency to associate defined alerts to a specific client A client alert is initiated when the associated client is selected HIS currently contains client alerts however your local agency may require additional alert types due to local policy and procedures Review the alert types within the system If additional alert types are needed use the HIS Request Form to request additional alert types be added to your RSC You can locate the HIS Request From on the HIS W
4. 7 Remove user practitioner association Enter new appointments into HIS NOTE If you are using the Appointment Scheduling option in HIS and have questions please contact the HIS Project Team HIS User Manual Appointment Scheduling location HIS Website gt Training amp System Resources gt HIS Manual HIS eLearning on Scheduling Enter new locally defined Sliding Fee Scale 1 8 Enter New Sliding Fee Scale Local Setup Instructions Post GoLive Tasks for LHD 042910 doc Page 3 of 13 HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 1 Enter New Practitioners For practitioners that were not included during data conversion the following steps detail how to enter a new practitioner These are the same steps detailed in the Local Setup Instructions Now through GoLive document Avatar Path Avatar PH gt Practitioner gt Practitioner Registration gt Practitioner Enrollment Select Staff Staff Name ID Alternate Lookup Blue Candy Alternate I anlam Tunn E Not found Process Alternate Lookup Search Select Staff OK Cancel New Figure 1 Practitioner Registration Practitioner Enrollment Search Enter the practitioner s name in the Staff Name ID field 2 Click the Select Staff Name Id Search button NOTE A Lookup dialog box displays indicating the in
5. Manual and eLearning on using the Appointment Scheduling option in HIS If you have questions please contact the HIS Project Team Local Setup Instructions Post GoLive Tasks for LHD Page 7 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 3 Add Modify Service Fees Service codes will be maintained at the State level and service fee maintenance is the local agency s responsibility Service fees in HSIS will be converted over to HIS However as service fees change it is the responsibility of each agency to update their fees For more information on how to manage your agency s service fees please refer the following resource Manage Service Fees Using Service Fee Maintenance This document is available on the HIS Website Training amp System Manuals gt How To Help Guides The HIS Project Team recommends that you contact the Help Desk should you require any modifications to your service fees to ensure that management of your service fees occurs properly in HIS NOTE Service fees will not display on the Service Fee Definition Report until the service fee is defined i e effective date fee type and fee amount Instructions on how to set up or edit a service see is located on the HIS Web site in the Manage Service Fees Using Service Fee Maintenance 040910 document 1 4 Add Modify Flat Fee Service Charge Please reference the following resource for assigning a flat fee to a service code How
6. North Carolina Department of Health and Human Services ah HIS Local Setup Instructions Post GoLive Health Information System HIS Version 2 0 Prepared By HIS Project Team Business Support Group 4 29 2010 HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions Table of Contents SETUP TASKS POST GOEIVE wissssseccsssscecsessovsssnncseoccssenvsnstsessasessasessseseonsscssesvessegectoostsesassecteeass sessddesvesccsessssevectie 3 1 1 ENTER NEW PRACTITIONERS rinena isda ET EE AE EAD sees Bt Re NR ST 4 1 2 ESTABLISH A CLINIC SITE FOR CLINIC APPOINTMENT SCHEDULING ccccceceesessscecececeessnsececeeeceesesseaeeeeeceenes 7 1 3 ADD MODIFY SERVICE FEES 25 sscc 0ce behsnevacts E ance te es sds cvodsancesvestondseds lecegos evacnecs EEE EEEN 8 14 ADD MODIFY FLAT FEE SERVICE CHARGE cccessessececececsesssaececececeesssaeceeececsesssnececececseseaasaeeeesceesesaaeseeeceees 8 1 5 ADD PRACTITIONER NUMBER BY GUARANTOR AND PROGRAM ssssesssseeececeessssececececseseseeeeeeeceesesseaeeeeeceenes 8 1 6 VERIERYSALERT PE YPES ss5s8065 205 M6 occ 5 lt 5 i ah ve shies S203 seas sce tes hada dase AE S a Beast esatei nh Gost ibeswie 9 1 7 REMOVE USER PRACTITIONER ASSOCIATION ccssccsscceceessssececececsesessecececececseseeecececsesenseaeeeesesesenssaeseeseeenes 11 1 7 1 Practitioner Termination o ccccccccccccccccccccccccecccccececcsesecesecececesecesecesecesesesecesesecesececececececececesecesesesececesece
7. bs Local Setup Instructions Post GoLive Tasks for LHD Page 6 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 2 Establish a Clinic Site for Clinic Appointment Scheduling Instructions on establishing a clinic and scheduling clients to a clinic are available within the following document How To Establish A Clinic Site for Clinic Appointment Scheduling document which is available on the HIS Website Training amp System Manuals gt How To Help Guides NOTE When establishing a clinic in HIS the process outlined within this How To document should be replicated for each clinic site In this resource you will be provided setup information for the following tasks Establish clinic sites using the Site Registration option Create time slots within your established clinics Establish site hours of operation NOTE This process is required only if you are using the Appointment Scheduling option See the note below regarding the use of this option Establish clinic holiday schedule which identifies specific time a clinic will be closed Identify users in your local agency that are allowed to modify clinic schedule using the Site Schedule Allowable Users option Identify user in your local agency that are allowed to access the overbooking function using the Site Overbooking Allowable Users option NOTE If you plan to use the Appointment Scheduling option in Avatar please refer to the HIS User
8. dividual is not found The New button is now active Click the OK button to continue Local Setup Instructions Post GoLive Tasks for LHD Page 4 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 Click the New button NOTE The New ID dialog box displays indicating the ID number assigned to the practitioner Click OK to continue 2 ID number 000075 assigned Figure 2 New ID dialog box 4 The Practitioner Enrollment option displays Lt PHTRAIN 803 NEW Staff 000075 Practitioner Enrollment a0 Eile Edit Favorites Avatar PH Help Wi S e ED ia wy amp NEW Staff 000075 Name Office Address Zip Code Alternate Practitioner ID Office Address City Date Of Birth T jy 4 Office Address State v Registration Date Office Telephone 1 T H 4 Office Telephone 2 Discipline s Located In Medical Office Building E Aide J yes No E Audiologist Birthing Class Beeper Number Practitioner Categories For Coverage Home Street D Aide iE O Audiologist 7 O Birthing Class z Home Zip Code i Practitioner Category Homec v Office Address Street Home State ha Home Telephone _ Complete j Chart Review 8453 NCC329 02 10 2010 01 39 PM F
9. ebsite Training amp System Manual gt Forms Avatar Path Avatar PH gt RADplus Utilities gt Client Alert Management gt Client Alerts E PHTRAIN 803 Alert Types 5 x File Edit Favorites Avatar PH Avatar CWS Avatar MSO Help page of 8 z Alert Types Alert Type ID l Select Existing Description L i Message Type of Alert Error Warning Active or Inactive Active or Active for Date Range Active Inactive Active Active for Date Range Applicable Options D 837 Fast Defaults Avatar MSO O 837 Institutional Defaults Avatar MSO E 837 Professional Defaults Avatar MSO O Academic Assessments Avatar CWS Activity Nutrition Behaviors Avatar CWS ActivityiNutrition Behaviors Inquiry Avatar CWS ADA J515 837D Billing Maintenance Screen E Adjunctive Therapy Avatar CWS El Admission Assessment MD Avatar CWS ef 28870 NCC329 02 11 2010 09 28 AM Figure 4 Alert Types option Local Setup Instructions Post GoLive Tasks for LHD Page 9 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 Click the Select Existing button NOTE The Select Existing Alert Type Description Type ID window that displays PHTRAIN 803 Select Existing Alert Type x Description Type ID Missing information 1 x OK Cancel
10. igure 3 Practitioner Enrollment option Local Setup Instructions Post GoLive Tasks for LHD Page 5 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 5 Enter the practitioner s name in the Name field NOTE Enter the name following the Last Name First Name format 6 Enter today s date or the practitioner s date of hire in the Registration Date field Select all applicable specialty areas for the practitioner in the Discipline s field NOTE A practitioner can have more than one discipline selected in this field 8 Select the appropriate categories in the Practitioner Categories for Coverage field NOTE This field determines whether certain services are covered by this practitioner 9 Select the category that identifies the service provided by the practitioner in the Practitioner Category drop down field NOTE For Dentists use Other PH Professional 10 Enter the practitioner s office address zip code in the Office Address Zip Code field NOTE When you tab out of this field the Office Address City and Office Address State fields will automatically populate 11 Enter the practitioner s office telephone number in the Office Telephone 1 field amp 12 Click the Submit button to complete the process NOTE No entries are required on Page 2 of the Practitioner Enrollment tab and it is optional to complete the fields within the Credentialing Data and Insurance Coverage ta
11. r Path to Practitioner Termination Avatar PH gt Practitioner gt Practitioner Registration gt Practitioner Termination 1 Enter the practitioner s name in the Staff Name ID field BB tee Staff Namens Alternate Lookup 3 jong A Alternate Lookup Type me Alternate Practitioner ID 100 2 lt Ga Select Staff 3 power xon oonan ox Cancel l n E T et see T S ae S ae d a a E A Figure 8 Select Staff Local Setup Instructions Post GoLive Tasks for LHD Page 12 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 2 Click OK The Practitioner Termination options displays PHTRAIN 803 DONKEY KONG 000083 Practitioner Termination File Edit Favorites Avatar PH DONKEY KONG 000083 Practitioner Termination Termination Date josze2010 m w Reason For Termination Child Care Death Family Transfer Improved Hours Improved SalaryBenefits Left Area Left Discipline N A Contractor ee E T ee ee ae Be OS ee Seve oe Figure 9 Practitioner Termination option 3 Enter the termination date in the Termination Date field 4 Select the reason for termination from the Reason For Termination field if applicable 5 Click the Submit button NOTE Once you submit the termination the option will automatically close 1 8 Enter New Sliding Fee Scale Please refer to the How To Enter
12. secs 12 I S ENTERNEWSLIDING FEE SCALE e a a A a E eck hs a aed E ek RCS ae 13 Local Setup Instructions Post GoLive Tasks for LHD Page 2 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions Setup Tasks Post GoLive The following tasks will be addressed by your agency after your GoLive date Many of these activities will be ongoing tasks Use this page to check off completed activity LIENO Enter New Practitioners NOTE This is an ongoing activity The steps detailed below are identical to the steps outlined in section 5 of the Now through GoLive Setup document Associated Instruction s 1 1 Enter New Practitioners Establish a Clinic Site for Clinic Appointment Scheduling 1 2 Establish Clinic Sites Add and or modify Service Code fees 1 3 Add Modify Service Code Fees Add Modify Flat Fees to a Service Code 1 4 Add Edit Flat Fee Add Practitioner Number by Guarantor and Program 1 5 Add Practitioner Number by Guarantor and Program OO OU Uo Verify Alert Types that currently exist in your RSC 1 6 Verify Alert Types d Modify user association as practitioner as needed NOTE During the 1 Week Setup Tasks you were instructed on how to associate users as Practitioners in HIS If a user is identified as a practitioner and does not need this association please refer to this section on how to modify the practitioner association 1
13. te Display Employee ID Yes No Social Security Number a ns Deactivate User Deactivate System Generated Password Allow User Renewal Yes No S Generate New Password z 4 Reminder Notice Number of Days z Password Term Duration Days 30 A Associate User with a User Role t Yes No Yes G f h a an j 7 ENN a Aa a T a 7 Figure 6 User Definition option Page 1 1 Enter the user s name in the Select User field 2 Click the Process Search button NOTE If multiple matches appear select the intended user from the Select User drop down field 3 Select the User Caseload tab Local Setup Instructions Post GoLive Tasks for LHD Page 11 of 13 042910 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 4 Select No in the Is User a Staff Member field NOTE This will disable and clear the Staff Member field PHTRAIN 803 User Definition File Edit Favorites AvatarPH Avatar CWS Avatar MSO Page 1 of 1 amp 4 Warn if user attempts non caseload access Yes No Silent audit No Associated Staff Member Is User a Staff Member ra Yes ProcessSearch e Name lD Number Alternate Practit Associated Unit Is User a Unit Se GN OG ge mth GA dP gpl PO ctl neonate Figure 7 User Definition option Page 2 5 Click the S Submit button to save changes 1 7 1 Practitioner Termination Avata
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